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sr-102709-1e~~r c;cror City Council Report Santa Monica City Council Meeting: October 27, 2009 Agenda Item: 1-E To: Mayor and City Council From: Eileen Fogarty, Director, Planning and Community Development Jory Wolf, Chief Information Officer, Information Systems . Subject: Advanced Traffic Management System, Phases 4a and 4b Project Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to negotiate and execute a contract with Iteris, Inc. for an amount not to exceed $320,000, to provide project design services for the preparation of plans, specifications and estimates for the installation of the communication infrastructure for the Advanced Traffic Management System, Phases 4a and 4b (ATMs-4ab). 2. Authorize the Transportation Planning Manager to issue any necessary change orders to complete additional work in conformance with the Administrative Instructions on change orders and within budget authority. Executive Summary The City's Advanced Traffic Management System (ATMs) will provide centralized control of the traffic signal controllers and all other Intelligent Transportation System (ITS) devices used to manage traffic such as detection systems, transit priority system, emergency vehicle preemption system, variable message signs, and traffic monitoring cameras, At present, the ATMs project is in its third phase, which includes signal synchronization and transit priority on Wilshire, Santa Monica, Lincoln and Pico Boulevards. This fourth phase of the project (two of three sub-phases, Phases 4a and 4b) will upgrade the traffic signal system in the Mid-City and Office District areas. A total of thirty-eight (38) signalized intersections in the City are included as part of the ATMs-4ab project (See Attachment A). The full benefits of the ATMs-4ab project are not dependant on Phase 3 and will be recognized immediately after construction is complete. 1 Background Previous Council Actions At its September 14, 2004 meeting, the City Council authorized the purchase of an Advanced Traffic Management System (ATMs) from Siemens Energy and Automation. The ATMs will provide the City with centralized control of the traffic signal controllers and all other Intelligent Transportation System (ITS) devices used to manage traffic such as detection systems, transit priority system, emergency vehicle preemption system, variable message signs, and traffic monitoring cameras, on one integrated system. At its July 26, 2005 meeting, the City Council authorized a design agreement with Meyer, Mohaddes Associates for the preparation of fiber optic communication. plans for the Advanced Traffic Management System, Phase 2 and for the 2"d Street parking structures to be brought onto the Parking Management Network. At its Mav 8, 2007 meeting, the City Council authorized a construction contract with KDC, Inc., dba Dynalectric to construct Transit Priority System, Phase 1 and Advanced Traffic Management System, Phase 2. At its Mav 27, 2008 meeting, the City. Council authorized a design agreement with Kimley-Horn and Associates for the installation of the communication infrastructure for the Transit Priority System, Phase 2 and Advanced Traffic Management System, Phase 3. At its November 11, 2008 meeting, the City Council authorized the purchase of 86 Model 2070 traffic signal controllers. At its January 13, 2009 meeting, the City Council authorized a contract with McCain Inc for the development of traffic signal controller software. 2 ATMS Project Status The ATMS project consists of five (5) phases. The full benefits of the system will not be realized until, at a minimum, the first three phases have been completed. The status of the first three phases is as follows: • Phase 1 was completed in 2006 and consisted of 4th Street in the downtown area. This phase upgraded traffic signal equipment and connected the signals to fiber optic communications. • Phase 2 was completed in October 2008. It upgraded and connected an additional 50 signals in downtown (with the exception of Arizona Avenue) and Lincoln Blvd. to fiber optic communications. Signals on Lincoln Boulevard and Arizona. Avenue will be integrated into the i2TMS system (the City's centralized control system) as a part of Phase 3. • Phase 3 is currently under design. It will bring fiber optics to an additional 35 signals along Wilshire, Santa Monica, and Pico Blvds. (all east of Lincoln Blvd). The goal is to have this phase constructed by the summer of 2010, pursuant to the revised agreement with Metro as discussed below. At the completion of this phase, City staff will be able to monitor, control and make adjustments to the Downtown and transit priory streets from a centralized Transportation Management Center on the City's network. o In the spring of 2009 the City and Metro identified an alternative wireless communication alternative that would reduce project costs while achieving the project's desired goals in terms of traffic signal communication and transit priority. The City and Metro are revising the Memorandum of Understanding (MOU) and scope of work outlining the Transit Priority System design and associated funding agreements. The revision of the MOU and scope of work is necessary in order to complete construction of Phase 3. 3 Discussion On September 14, 2004, the Council approved the purchase of an Advanced Traffic Management System (ATMs) from Siemens Energy and Automation, Inc. (Siemens}, initially to be implemented in the downtown and then expanded citywide. The ATMs will maintain synchronized timing of the traffic signals on the system. It will provide centralized control of the traffic signal controllers and all other Intelligent Transportation System (ITS) devices used to manage traffic such as detection systems, transit priority system, emergency vehicle preemption system, variable message signs, and traffic monitoring cameras, on one integrated system. Implementation of the ATMs necessitates a major upgrade of the City's traffic signal control system, including installation of fiber optic communication and other equipment to facilitate detection, communication, coordinate traffic and accommodate remote management. The City previously developed a Master Plan for upgrading the City signal system to an Advanced Transportation Management System and this work will cover development of the construction drawings, bid package, cost estimates, and construction support to implement ATMs-4ab. A total of thirty-eight (38) signalized intersections in the City are included as part of the ATMs-4ab project. Contractor/Consultant Selection On June 11, 2009,. a Request for Proposal (RFP) with a preliminary scope of services was sent to 12 design firms, soliciting proposals to design the ATMs-4ab project. The RFP was posted on the homepage of the City's website and Transportation Management's vvebpage. On July 16, 2009, eight proposals were received from the following firms: URS, RBF Consulting, Iteris, Inc., Kimley-Horn and Associates, Inc, W.G. Zimmerman Engineering, Minagar and Associates, KOA Corporation, and PBS&J. A selection committee consisting of staff from the Planning and Community Development and Information Systems Departments reviewed the proposals. The selection committee identified a 4 short-list of firms to be interviewed. The short-listed firms were identified based on selection criteria outlined in the RFP, which included: project approach and understanding, the proposed project manager and team experience, staffing capacity, the ability of the firm to meet the project schedule, recent experience on projects of similar scope and size in similar cities, and the firm's ability to complete. the job within the specified budget. Between August 12th and 19th, 2009, the selection committee interviewed the following three firms: Kimley-Horn and Associates Inc., Iteris Inc., and RBF Consulting. Based on the proposals and interviews, the selection committee recommended Iteris Inc. to provide design services for this project. The Iteris team met and exceeded all of the requirements and criteria. They demonstrated proficient skills and tools in managing a project of this size and scope. Iteris' past experience on similar projects highlighted an attention to detail during all phases of the projects with a singular goal of developing design plans which minimize construction change orders. They also have the staff resources and availability to complete the project within our aggressive schedule. In addition, Iteris has extensive experience in reducing costs through the use of wireless technology. Last, the proposed budget for the Iteris team. was reasonable relative to all other short-listed firms and adequate to complete the job. 5 Financial Impacts & Budget Actions The cost of these services is not to exceed $320,000. Funds in the amount of $192,000 are available in account C177026 and funds in the amount of $128,000 are available in account C027024. Prepared by: Andrew Maximous, P.E., T.E., Transportation Engineer Approved: J~olf ref of rmatior fficer, Information y ems Approved: r, Plar~r~ng aiad Commun Forwarded to Council: 6 P MIX '. w~un," Pheree 1-Campt9tatl :Ph9B92 F N 2000 : ~'"~... g - g PhBge 0 - FBD 2008 ~Phaee 4a-Fa112010 6 F'hiBe 44-F811201D S Phaee 4c- Fe112D10 u ' °"' FeD 2011 r~ :#r N „~..,~ HEf Hyp "' ;;. '. xnxcerxa i I a .¢m w ~ mx n _ <um r~ ~ ~ [ E~ B 1~ :. , ar, g k T !~ y }` p ,..~3F+:u, $ m~ 3 ~, ; ., ,, 4 n ~ ~ ~~ .« mn~ n m n § ~ ~ snr u,... Reference Contract No. 9140 (CCS).